Privacy Policy

Last updated: 15 Aug 2025

At Mellis Eyecare, we are committed to protecting your privacy and keeping your personal information safe. This policy explains how we handle your data in line with the UK GDPR and Data Protection Act 2018.

1. Who We Are

Mellis Eyecare provides optometry services including eye tests, contact lens fittings, dispensing of eyewear, and specialist low vision care. We are registered with the ICO as a Data Controller.

Contact Us:
Mellis Eyecare
[Insert Address]
Tel: [Insert Phone]
Email: [Insert Email]
ICO Registration Number: [Insert Number]

2. The Information We Collect

We may collect:

  • Personal details: name, date of birth, address, phone, email

  • Health details: eye test results, prescriptions, relevant medical history, medication related to vision

  • Administrative details: NHS number, payment details, GOS form data

3. How We Collect Information

We gather information:

  • From you directly during appointments or via our website

  • From other healthcare providers (with your consent)

  • Via NHS systems where relevant

  • Through our practice management software (icareweb.co.uk)

  • Through Opera (Primary Eyecare Services) for referral and shared care services

4. How We Use Your Information

We use your information to:

  • Provide and manage your eye care

  • Keep accurate clinical records

  • Contact you about appointments, test results, and care plans

  • Process NHS claims and payments

  • Order spectacles and contact lenses from suppliers (we share your name and prescription with them only for order fulfilment)

  • Meet our legal and regulatory requirements

We will not use your data for marketing unless you have given us explicit consent.

5. Legal Basis for Using Your Data

We process your data under:

  • Article 6(1)(b): to provide our services to you

  • Article 6(1)(c): to comply with the law

  • Article 9(2)(h): for healthcare purposes

6. Who We Share Your Data With

We may share your data with:

  • Other healthcare professionals (e.g., GPs, ophthalmologists)

  • icareweb.co.uk (our practice management provider)

  • Primary Eyecare Services via Opera

  • NHS bodies for claims and audits

  • Spectacle and contact lens suppliers (name and prescription only)

  • Regulators or authorities if required by law

We never sell your personal information.

7. How We Store and Protect Your Data

Your records are kept securely in electronic and/or paper form.
We follow strict security measures to protect your information from loss, misuse, or unauthorised access.

Retention periods:

  • Adults: at least 10 years from last contact

  • Children: until age 25 (or 26 if last seen at 17)

8. Your Rights

You have the right to:

  • Access your data

  • Ask us to correct errors

  • Ask us to delete your data (where legally possible)

  • Restrict or object to certain processing

  • Request data portability

  • Withdraw consent for non-essential uses

To make a request, email us at [Insert Email].

9. Cookies & Website Use

If you use our website, we may use cookies to improve your browsing experience. You can control these in your browser settings.

10. Complaints

If you are unhappy with how we use your data, contact us first. You can also contact the ICO:

Information Commissioner’s Office
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Tel: 0303 123 1113
www.ico.org.uk

11. Changes to This Policy

We may update this policy from time to time. The latest version will always be available on this page.